Add extra time to services and appointments
Learn how to extend services and appointments so your calendar reflects the full duration of each appointment.
In this article
How extra time works
Extra time ensures your calendar automatically reflects when your team is busy preparing for an appointment, tidying up afterwards, or is free to take another appointment.
Extra time is set per service, and any appointment booked for that service will include it automatically.
You can choose from the following types of extra time:
- Blocked time: The client is not present, and the team member is unavailable for new bookings. This is commonly used for tasks like cleaning up after a service. Blocked time isn’t visible to clients, but your team will see it on the calendar and within the appointment.
- Processing time: The client is still present while the team member is available to take another appointment. This is ideal for treatments that need time to develop or set, such as hair colouring, and appears on the calendar as a partially open slot. You can also add extra servicing time if the team member needs to return to the client.
Add extra time to a service
- From the main menu on the left of your screen, go to Catalog.
- Select Service menu from the left menu panel.
- Click on a service from the service menu to update.
- In the Service view, click on the Add extra time button under Pricing and duration and choose to add either Processing, Blocked, or Extra servicing time.
- Next to the Extra time added, use the dropdown menu to set the Duration of the extra time.
- Click on the Save button in the top right to update the service, or keep adding more extra time options by selecting the Add extra time button.
Once extra time is added to a service, it will apply to new appointments booked for that service.
When setting up extra time, the original service time will appear grayed out to help you place extra time before or after the service. You can add multiple types of extra time that can be reordered, edited or removed by clicking Actions (three dots).
Customize extra time for an appointment
Extra time is automatically added based on your service settings, but can also be added manually to appointments.
- From the main menu on the left of your screen, go to Calendar.
- Click on an existing appointment to open the appointment view.
- Select a service from the right panel.
- Click on the Add extra time button and choose to add either Processing, Blocked, or Extra servicing time.
- Next to the Extra time added, use the dropdown menu to set the Duration of the extra time.
- Select the Apply button at the bottom to add the extra time to the service.
- Click on the Save button at the bottom to update the appointment in your calendar.
Once updated, any extra time added to the appointment will be included in the total appointment duration.
Update extra time calendar display settings
If extra time is added to a service or an appointment, you can choose to visually highlight the different segments of extra time shown in an appointment slot in your calendar.
- From the main menu on the left of your screen, go to Settings.
- Select the Scheduling category to access your Time and calendar settings.
- Under Calendar settings, select the Edit button.
- In the Calendar settings view, tick the checkboxes to update how extra time is displayed on appointments in your calendar:
- Display processing time segments within the appointment slot: Extra processing time will be shown as a faded segment in the same color as the appointment slot.
- Highlight blocked time segments within the appointment slot: Extra blocked time will be shown as a gray segment within the appointment slot.
- Click on the Save button in the top right to update the extra time display settings.
Once the extra time display settings are enabled, any extra time added to appointments will be highlighted in the calendar according to its placement within the appointment.
FAQs
- Extra servicing time appears in the same colour as the appointment slot.
- Processing time appears as a faded segment of that colour.
- Blocked time appears as a grey segment within the appointment.
The colours displayed on appointments in your calendar reflect the settings you’ve enabled in your Calendar settings:
When a service add-on includes extra time, it extends the primary service duration rather than creating a separate extra-time block.